SharePoint Document Integration - Configuration
SharePoint document integration is now available in Xeppo! This article details how to configure settings to start using this feature. For an overview of feature benefits, how it all works and answers to frequently asked questions please see SharePoint Overview & Frequently Asked Questions.
Use the links on the right hand side to jump to the topic you are looking for.
Admin Configuration - Documents App
The first step is to connect your SharePoint site and ensure Xeppo can make the connection between a Client's document and the related Group in Xeppo. Some key points to note before getting started are:
- SharePoint Configuration is done through the Documents App and must be actioned by a Practice Admin user
- The SharePoint site(s) and folder selection only needs to be actioned once for your practice
- Users will only be able to access documents in line with permissions as set by your SharePoint administrator
To get started, go to the Documents App, then Admin > Settings.
Connect your SharePoint Site(s) to Xeppo
In the settings area scroll down to SharePoint, click the Connection tab then Connect. If you are already signed in to SharePoint, you will be presented with the SharePoint sites you can access. If you are not signed in, you will be prompted to do so.
Select the SharePoint sites and Folders you want Xeppo to search for client documents, then click Save. You can select multiple folders, within a single or multiple SharePoint sites.
It may take a few moments when expanding sites and folders. Note that there is no need to drill down to select individual group folders themselves. Xeppo will look for Client Group folders that fall under Libraries and Folders selected, including any sub-folders. Documents will only display in Xeppo if they are identified as belonging to a Client Group, as per the next step.
Auto Categorisation - set to Parent or Off
In the settings area scroll down SharePoint then select the Categorisation tab. There are two options available:
SharePoint documents will be categorised according to the name of the last folder they sit under.
SharePoint documents will sit as Uncategorised. Select your preference from the dropdown then click Save. See SharePoint Overview & Frequently Asked Questions for more information about the automatic categorisation of documents.
Add Xeppo Group Codes to Client Group Folders in your SharePoint Site(s)
If you are using an existing SharePoint site, Xeppo will search the SharePoint sites/folders selected, and each subsequent folder within, looking for documents that belong to your Client Groups. For Xeppo to identify that a document belongs to a Client Group, the group folder name must contain the Xeppo Group Code in brackets.
Once synced with Xeppo, the SharePoint document will then be visible in Xeppo against the Client Group. Syncing is completed automatically every 15 minutes but can be done manually if required sooner.
The below screenshot demonstrates where you can locate Group Codes in Xeppo.
Below is showing a example of documents in SharePoint file location OneDrive - Xeppo\Documents - Clients\David Beckham Group (1328871)\2021\SOA's\Signed SOA's.
In Xeppo, the files in this folder would be shown against the David Beckham Group, due to the Group Code in brackets. Additionally, if categorisation was set to Parent, it would sit in the category Signed SOA's, as that is the name of the last folder the document sits under.
Manage your Existing SharePoint Settings
Configurations can be updated in the Document Settings area as required. For example:
Manually sync any changes without having to wait for the automatic sync to occur. Note that Xeppo automatically syncs with SharePoint approximately every 15 minutes.
Setting can be changed based upon your needs. If you change the setting from Parent to None, any document categories that only have SharePoint documents housed in them will be removed.
Disconnect the current SharePoint. Like the previous point, this will also remove any document categories that housed SharePoint documents only.